Create a Simplified Invoice for a Commitment
Background
Simplified Invoicing is a purpose built invoicing experience for materials suppliers, consultants, and service providers who bill more frequently than once per period. Unlike Construction Progress Invoicing, Simplified Invoicing allows you to edit any unapproved or unsynced invoice at any time and provides a streamlined Schedule of Values (SOV) view.
Things to Consider
Required User Permissions:
'Standard' or 'Admin' level permissions on the project's Commitments tool.
Additional Information:
Simplified Invoicing must be enabled in the Commitment tool's configuration settings prior to creating an invoice.
Steps
Navigate to the project's Commitments tool.
Click View next to the commitment you want to invoice.
Click the Invoices tab.
Click Create.
In the General Information section, enter the following:
Invoice #: Enter a unique identifier for the invoice.
Billing Period: Select the appropriate period.
Billing Date: Select the date of the invoice.
In the Schedule of Values section, click Edit.
Enter the billing amounts in the following columns:
Work Completed This Period ($): Enter the dollar amount for work performed during this period.
Work Retainage This Period ($): Enter the amount of retainage to hold for this period.
Total Retainage Released: Enter any retainage amounts you want to release to the vendor.
Review the Cumulative Retainage and Cumulative Completed columns to verify the total amounts billed across the entire commitment.
Click Save.
This example illustrates how a materials supplier uses Simplified Invoicing to bill for multiple deliveries within a single month. Unlike Construction Progress Invoicing, Simplified Invoicing allows the supplier to submit multiple invoices without waiting for the next invoice to be approved and provides a clear view of cumulative billing against the total contract value.
Scenario
A project team awards a $10,000.00 purchase order to a concrete supplier. The contract is configured to use the Simplified Invoicing method with a 10% retainage rate.
Invoice #1: Initial Delivery
The supplier delivers the first load of materials and creates an invoice for $2,000.00.
Work Completed This Period ($): $2,000.00
Work Retainage This Period ($): $200.00 (10% of the work completed)
Cumulative Completed: $2,000.00
Cumulative Retainage: $200.00
Net Amount Due: $1,800.00
Invoice #2: Second Delivery (Same Billing Period)
One week later, the supplier delivers more materials and creates a second invoice for $3,000.00. Because Simplified Invoicing is enabled, they do not need to wait for the first invoice to be approved or for a new billing period to begin.
Work Completed This Period ($): $3,000.00
Work Retainage This Period ($): $300.00
Cumulative Completed: $5,000.00 (Invoice 1 + Invoice 2)
Cumulative Retainage: $500.00 (Invoice 1 + Invoice 2)
Net Amount Due: $2,700.00
Invoice #3: Correcting a Previous Entry
The supplier realizes they overcharged on Invoice #1. With Simplified Invoicing, the project administrator can edit Invoice #1 directly to change the amount to $1,500.00 without deleting Invoice #2.
Validation Check: Procore® automatically updates the Cumulative Completed and Cumulative Retainage values across all invoices to reflect the change.
New Cumulative Completed: 4,500.00(1,500.00 + $3,000.00)
Invoice #4: Final Delivery and Retainage Release
The supplier delivers the remaining materials (5,500.00)and requests the release of all held retainage(450.00).
Work Completed This Period ($): $5,500.00
Total Retainage Released: $450.00
Validation Check: Procore® validates that the $450.00 release does not exceed the $450.00 currently held in Cumulative Retainage.
Cumulative Completed: $10,000.00 (Total Contract Value)
Cumulative Retainage: $0.00
Net Amount Due: 5,950.00(5,500.00 work + $450.00 released retainage)